When a business purchases a new asset such as a motor vehicle, it is quite common to trade in or part exchange an old asset to satisfy part of the new asset purchase cost. We sold a car that has been fully depreciated in 1st year of the vehicle purchased. Double Entry Bookkeeping is here to provide you with free online information to help you learn and understand bookkeeping and introductory accounting. Accordingly the gain on disposal journal entry would be as follow. In the final part of the question the business sells the asset for 4,500. Since the asset had a net book value of 3,000 the profit on disposal is calculated as follows.

  • For the proper posting of the transactions in the account, I’d recommend following the advice of your accountant.
  • Each ProAdvisor listed there is QuickBooks-certified and able to provide helpful insights to drive your business’s success.
  • The sale of a vehicle is an important event for a company, and it must be handled with care.
  • So you’ll be guided accurately in choosing the category type of account to use in recording your transactions.

Your post is a bit confusing because there are two values for the old loan ($59,374.07 & $57,567.92) and a portion of the new loan was removed from your post for some reason ($49,XXX.07). Harold Averkamp (CPA, MBA) has worked as a university accounting instructor, accountant, and consultant for more than 25 years. He is the sole author of all the materials on AccountingCoach.com. knowing when you should request a third party evaluation A fully depreciated car is one where the car’s historical cost has already been allocated to expense (except for the estimated salvage value, if any). Another double entry bookkeeping example for you to discover. Alternatively, if the sale amount is only $6,000, the company ABC Ltd. will make a loss of $375 (6,375– 6,000) on the sale of equipment.


The sale of a vehicle is a common business transaction that has many accounting implications. Accounting for the sale of a vehicle requires a thorough understanding of the related journal entries, gains and losses, tax implications, and proper accounting documentation. This article will discuss the important factors to consider when accounting for the sale of a vehicle. For the customers, it helps to get rid of the old car which may be hard to sell somewhere else. It is simply the exchange of old fixed assets with new fixed assets.

You have clicked a link to a site outside of the QuickBooks or ProFile Communities. By clicking “Continue”, you will leave the community and be taken to that site instead. You can also consult an accountant to get advice on what account to use. Allow me to step in and provide some information about the $7 difference between QB and the payoff.

  • That should not have a difference after following the steps provided by my colleague above.
  • Knowing how to properly record the sale of a vehicle in the accounting records is essential to ensure accurate financial reporting.
  • Furthermore once the sale of the fixed assets has been completed, the business must account for the proceeds from the sale in its financial statements.
  • Since the asset had a net book value of 3,000 the profit on disposal is calculated as follows.

Likewise, the $625 of the gain on sale of fixed above will be classified as other revenues in the income statement. The monthly accounting close process for a nonprofit organization involves a series of steps to ensure accurate and up-to-date financial records. The business receives cash of 2,000 for the asset, however it still makes a loss on disposal of 1,000 which is an expense in the income statement. Once the accounts have been reconciled, the accountant should prepare a report to verify that the records are in agreement. This report should document any discrepancies that were found and how they were resolved.

Reconciling the Accounts

The business receives cash of 4,500 for the asset, and makes a gain on disposal of 1,500. As can be seen the gain of 1,500 is a credit to the fixed assets disposals account in the income statement. ABC decide to sell the car for $ 35,000 while it has the book value of $ 30,000 ($ 50,000 – $ 20,000). The sale proceeds are higher than the book value, so the company gains from the sale of fixed assets. There are a few things to consider when selling a fixed asset. This is the amount that the asset is listed on the balance sheet.

The sales ledger should include information about the sale, such as the customer’s name, the date of sale, the vehicle’s details, and the amount of the sale. The accounts receivable should indicate the amount due from the customer, which will usually include any financing that was arranged for the purchase. The cash book should show the amount that was received from the customer.

Situation 1. The business writes off the fixed assets or scraps them as having no value

The documentation should include all necessary details to ensure that the amount reported is correct. That should not have a difference after following the steps provided by my colleague above. To fix this, you’ll need to check if this Loan is an underpayment. Once verified, you can modify the created check and enter the correct amount of the loan. I can share some insights on how to record the sale of your vehicle and the loan liability.

Journal Entry for purhcase of new vehicle with a trade in and loan.

Thanks for dropping by on this thread, @Judy D1, I’ve got you the steps to guide you in recording fully owned company vehicle sold in QuickBooks. I just sold a vehicle that was bought in 2016 (full cost of vehicle deducted via section 179). While the IRS fine-tunes this new system and the intake of time-of-sale reports, dealers and sellers should continue to submit time-of-sale reports using IRS ECO. In normal disposal transactions, we will record cash or accounts receivable instead of trade-in proceeds, but it is not the case here. We will not receive cash and this account will be reversed in the next transaction.

Gain on Disposal Journal Entry

I’ll share the steps on how to create a depreciation account. For the proper posting of the transactions in the account, I’d recommend following the advice of your accountant. See the following article for detailed guidance on how to manually track loans. Credit The old vehicle (17,000-11,000), and the cash (25,000) leave the business and are used to pay for the new motor vehicle.

Also, if you received $51K on the trade and they paid off your loan of $59K or $57K, you should owe them $6K or $8K. That should have been rolled into the new loan or, if not, made up the difference in cash. If the fully depreciated car continues to be used, there will be no further depreciation.

Published On: February 14th, 2022 / Categories: Bookkeeping /